Fix Module

The Fix module handles the maintenance, repair, and troubleshooting of your physical assets. This includes servicing internal manufacturing equipment to keep your production lines running, as well as managing warranty repairs or paid service calls for products returned by your customers.

When to use

• When a machine on your shop floor breaks down and needs repair.
• When a piece of equipment is due for its scheduled preventative maintenance.
• When a customer returns a defective product under warranty.
• When a customer pays for a repair service on a product they previously purchased.

Fix Module Table

The Fix dashboard serves as your primary dispatch board for all maintenance and repair activities. It lists every active and historical 'Fault Order' (FO), allowing service managers to triage urgent repairs and monitor the progress of ongoing maintenance work.

Key Elements

• Priority: A numerical ranking (1 being the highest) indicating the urgency of the repair.
• Order Number: The unique identifier for the ticket, prefixed with 'FO-' (Fault Order).
• Order Source: If the repair stems from a customer return, the original Sales Order (SO#) is linked here.
• Order Type: Categorizes the work (e.g., 'Product Repair', 'Material Repair', 'Equipment Maintenance').
• Item: The specific product, material, or machine that requires fixing.
• Item Status: Dynamic badges indicating conditions like 'Under Warranty', 'Preventive', 'Fault', or 'Paid'.
• Cost Value: The estimated or actual financial cost of the repair.
• Customer: The client associated with the repair (if applicable).
• Assigned To: The specific technician or engineer tasked with the repair.
• Status: The current stage of the work order (e.g., 'Ready to Start', 'In Progress', 'FO Draft', 'Complete').

How to Use

Use the column headers to filter and sort the table. For example, you can filter the 'Order Type' column to see only 'Equipment Maintenance' tickets, or sort by 'Due Date' to find tasks that are falling behind schedule.

Selecting and adding of new site

If your organization operates across multiple physical locations, you must ensure you are viewing the repair tickets for the correct facility.

1. Locate the Site dropdown menu at the top left of the dashboard.
2. Select your current facility to filter the table.
3. To add a new site: Click the dropdown and select + Add a new site at the bottom of the list.
4. The 'Add a new site' modal will appear.
5. Fill in the required Site Details: 'Site Name', 'Legal Name', Address, and 'Currency'.
6. Under Site Functions, check the boxes for the modules this site will utilize (ensure 'Fix' is checked).
7. Click Add to save the new location to your database.

Updating of rank

Not all repairs are equally urgent. A broken main assembly line requires immediate attention, while a squeaky office chair can wait. The Rank feature allows managers to visually prioritize the workload for the technicians.

1. Identify the 'Fault Order' that needs to be expedited or delayed.
2. Click the dropdown arrow next to the number in the Priority column.
3. Select a new number from the 1-10 list. To assign a number outside that range, click 'Input Rank' and type the desired number.
4. The table will instantly re-sort, moving the highest priority tasks (Rank 1) to the top of the list.

Updating of status

You can advance a repair ticket through its lifecycle directly from the dashboard without needing to open the full document. This is useful for quickly clearing out completed tickets or putting a job on hold.

1. Locate the order row you want to update.
2. Click the 'three dots' menu icon (⋮) on the far right side of that row.
3. A menu will appear with status options relevant to the current state of the order (e.g., if the order is an 'FO Draft', the options will be 'Mark as Ready to Start' or 'Cancel FO Draft').
4. Select the new status. The badge in the 'Status' column will update immediately.

Notes

• Triage Daily: Service managers should start every day by sorting the table by 'Priority' and 'Due Date'. Ensure that Rank 1 items and overdue items are actively being worked on by checking the 'Assigned To' column.
• Leverage Order Sources: If you see an 'SO#' in the Order Source column, it means a customer is waiting on this repair. These often require higher priority than internal aesthetic repairs.
• Export for Meetings: Use the download icon (next to the print icon at the top right) to export the table to a CSV or PDF. This is highly useful for weekly maintenance review meetings.

Create Fix Order

A Fix Order (FO) is the official service ticket that instructs your maintenance team or technicians to perform a repair, preventive maintenance, or troubleshooting task. It acts as the central record for tracking labor, parts costs, and the specific serial numbers being serviced.

You can generate a Fix Order manually from scratch (for internal machinery breakdowns) or automatically from a source document (like a customer warranty claim originating from a Sales Order).

Key Elements

• Assigned To: The lead technician responsible for the repair ticket.
• Customer: The client requesting the repair (leave blank or select your own organization for internal equipment maintenance).
• Order Type: A dropdown classifying the work (e.g., 'Product Repair', 'Material Repair', 'Equipment Maintenance').
• Items Table: The core of the ticket. It requires the specific 'Item', its exact 'Serial Number', the 'Item Status' (e.g., 'Under Warranty', 'Paid'), the estimated 'Cost Value', and a row-level 'Assigned To' field for delegating specific components to different staff.
• Financial Summary: Calculates the 'Subtotal', 'Tax', and 'Total' repair costs based on the values entered in the items table.
• Action Buttons: 'Save Draft' to pause your progress, 'Download' to export a copy, and 'Create Order' to push the ticket live.

Creating from scratch

Building a manual repair ticket without a pre-existing source document.

• A piece of internal manufacturing equipment breaks down on the shop floor.
• Scheduling routine, preventative maintenance for your facility.
• A walk-in customer requests a repair that is not tied to a previous Sales Order in your system.

How to use

1. From the Fix dashboard, click the + Report a Fault (or Create) button at the top right.
2. The 'Create New Fix Order' form will open.
3. Assign a primary technician using the Assigned To field.
4. (Optional) Select a Customer from the dropdown if the repair is for a client.
5. Set the Issue Date and expected Due Date.
6. Select the Order Type (e.g., 'Maintenance' or 'Product Repair').
7. In the 'Item' table, click the dropdown to search and select the item needing repair.
8. Input the exact Serial Number to ensure traceability.
9. Set the Item Status (e.g., 'Under Warranty', 'Paid', 'Preventive').
10. Input the estimated or quoted Cost Value for the repair.
11. Click Create Order. A confirmation modal will appear asking: 'You are about to proceed with this action. Make sure all items are correct. Press continue if you want to proceed.'
12. Click Continue to finalize the order.

Creating with source

Generating a repair ticket directly from a parent transaction. The system automatically pulls the customer data, items, and serial numbers from the source to prevent manual data entry errors.

• A customer initiates a warranty return based on an existing Sales Order (SO).
• A QA inspector fails an item during a Check Order (CO) and flags it for rework.

How to use

1. This workflow is typically triggered via a system notification. When a defect is reported from another module, you will receive a notification popup (e.g., 'Make: John Doe has requested a Fix Order').
2. Clicking the notification or request will open a Fix Order Request modal. It will state: 'You are about to create a new Fix Order based on the order below...' and provide a hyperlink to the source (e.g., 'Sales Order: SO# 12345-67890').
3. Click Continue on the request modal.
4. The 'Create New Fix Order' form will open, but it will feature an Order Source block at the top, displaying the hyperlinked source document.
5. The Customer, Item, and Serial Number fields will automatically populate based on the data from the parent order.
6. Verify the auto-populated details, assign a technician, and input the Cost Value.
7. Click Create Order, review the confirmation modal, and click Continue.

Notes

• Draft States: If you are waiting on a spare parts quote from a supplier before finalizing the repair cost, use the Save Draft button. The green 'Draft Saved' banner confirms your work is safely stored without dispatching it to the technician yet.
• Hyperlinked Sources: In the 3b workflow, the blue 'Order Source' text (e.g., 'SO-1234-5678-90') is a live link. Clicking it will open the original transaction in a new window so you can verify the original purchase date and warranty validity.

Best Practices

• Strict Serial Number Tracking: Never leave the 'Serial Number' field blank when repairing customer products. If a customer sends in a product for a warranty repair, tracking the serial number proves whether they are sending back the actual unit you sold them or a different unit.
• Accurate Item Statuses: Always tag the 'Item Status' correctly (e.g., 'Paid' vs 'Under Warranty'). This ensures your accounting team knows whether to invoice the customer for the 'Cost Value' or write it off as an internal warranty expense.
• Delegation per Item: If an order requires mechanical maintenance and electrical troubleshooting, use the individual 'Assigned To' fields on the specific item rows to assign the mechanical parts to one technician and the electrical components to another.

View Fix Order

Once a Fix Order is created, it becomes the active workspace for technicians to execute repairs and for managers to track maintenance costs. Clicking on any order row from the main Fix dashboard opens the detailed View mode. This view is divided into dedicated tabs: General Information, Maintenance Instructions, Related Orders, and Order History.

General Information

The 'General Information' tab is the primary summary page for the repair ticket. It provides the technician with the necessary context—who the work is assigned to, what needs fixing, and the estimated financial cost of the repair.

Key Elements

• Header: Displays the Fix Order number (FO#), current status badge, and an Actions dropdown menu.
• Logistics: Fields showing the 'Assigned To' user, 'Customer' (if applicable), 'Issue Date', and 'Due Date'.
• Order Type: Categorizes the work (e.g., 'Maintenance', 'Product Repair').
• Items Table: Lists the specific 'Item', 'Serial Number', 'Item Status' (e.g., 'Under Warranty', 'Paid'), 'Cost Value', and row-level 'Assigned To' owner.
• Financial Summary: Located at the bottom right, calculating the 'Subtotal', 'Tax', and final 'Total' cost of the repair.

How to Use

1. Open the Fix Order.
2. Click the Actions dropdown menu at the top left, next to the status badge.
3. Select the next logical step (e.g., change from 'Ready to Start' to 'Mark In Progress').
4. The status badge will update immediately, signaling to management that work has commenced.

Viewing with source

If the Fix Order was generated from a parent transaction (like a customer return), the General Information tab will look slightly different, featuring an 'Order Source' section.

When to Use

When reviewing a warranty repair and needing to verify the original purchase details or shipping status.

Key Elements

• Order Source: A dedicated block under the FO number containing a hyperlinked ID (e.g., 'SO-1234-5678-90') and the parent order's current status (e.g., 'Partially Shipped').

How to Use

Click the blue Order Source hyperlink. The system will open the original transaction in a new window, allowing you to seamlessly cross-reference customer details, warranty terms, or original payment statuses without hunting through the Sell module.

Maintenance Instructions

While grayed out or bracketed when empty, the '[Maintenance Instructions]' tab comes alive if the item being repaired has standard operating procedures (SOPs) attached to its master profile.

When to Use

When a technician needs step-by-step guidance, diagrams, or safety procedures to execute the repair correctly.

Key Elements

Inherits the specific instructions, expected durations, and reference media (images/datasheets) configured in the Items module during the asset's initial creation.

Related Orders

Often, a repair cannot be completed without ordering a replacement part from a supplier or fabricating a new component in-house. The 'Related Orders' tab acts as a tracking center for these secondary workflows.

When to Use

When a repair is stalled and the technician needs to check if the replacement parts have been ordered or delivered yet.

Key Elements

• A tracking table displaying the 'ID#' of child orders (e.g., POs for buying parts, MOs for making parts, or SOs for shipping the repaired item back).
• Displays the 'Customer', 'Due Date', and real-time 'Status' (e.g., 'Cancelled', 'Complete', 'Waiting for Payment').

How to Use

Simply click the 'Related Orders' tab. Red 'Overdue' badges on this list immediately highlight exactly which external delay is holding up the completion of the current Fix Order.

Order History

The 'Order History' tab is an immutable, automated audit trail detailing the entire lifecycle of the Fix Order.

When to Use

• When conducting a post-mortem on a delayed repair to see where the bottleneck occurred.
• When tracking accountability for status changes or cost updates.

Key Elements

• Date: Timestamped to the minute for every action.
• Action Owner: The specific user who triggered the change.
• Log: A detailed description of the event (e.g., 'John Doe moved the order to manufacturing: [ORDER NUMBER]' or 'John Doe changed the order status from [STATUS NAME] to [STATUS NAME]').

Notes

• Cost Value Visibility: The 'Total' calculated in the General Information tab is crucial for accounting. It dictates whether the repair cost is absorbed internally (for maintenance) or billed to the customer (for paid repairs).
• Status Menus are Dynamic: The options inside the 'Actions' dropdown change based on the order's current state. You cannot mark an order 'Complete' if it hasn't been 'Marked In Progress' first.

Best Practices

• Status Discipline: Mandate that technicians immediately update the 'Actions' dropdown to 'Mark In Progress' the moment they pick up their tools. If an order sits at 'Ready to Start' for days, the 'Order History' log will reflect poorly on the assigned technician.
• Audit the Related Orders: Before a manager asks the procurement team where a spare part is, they should check the 'Related Orders' tab. If the linked Purchase Order says 'Failed Inspection', the manager already has their answer.
• Utilize the Hyperlinks: When dealing with customer disputes over repair timelines, always use the 'Order Source' link to verify exactly when the original Sales Order or return was processed.